Current through Register Vol. XLI, No. 50, December 13, 2024
Section 161-2-8 - Vendors' Duties and RightsThe provisions of this series section shall govern any new telecommunication vendor that provides services to spending units via a shared account. All vendors, both current and new, are to provide telecommunications services to spending units on the shared account only upon receipt from IS& C of an authorized and IS& C-approved Telecommunications Change Request form. If a vendor provides new service without the authorized form, IS& C shall not be responsible for the charges.
8.1. Current Vendors 8.1.1. For all vendors currently invoicing IS& C on behalf of spending units for services procured via a state-issued purchase order, a new shared account(s) shall be created and in effect to reflect all charges that are incurred for the July 2004 billing month.8.1.2. For all vendors currently invoicing spending units via an individual account (direct billing), IS& C is to be provided with a list of these spending units no later than October 1, 2004. The accounts for these spending units are to be consolidated on to the newly created shared account no later than December 31, 2004.8.1.3. Any charges incurred from July 1, 2004 to December 31, 2004 that were not merged on to the new shared account shall not be the responsibility of IS& C unless authorized by the Secretary.8.2.8.2.1. All shared account invoices are to be mailed to IS& C's Telecommunications Unit.8.2.2. Vendors must make reasonable efforts to tender correct invoices for telecommunication services in a format approved by IS& C. If a vendor's company policy prohibits changes to its invoicing process, which results in the vendor's invoice being contested the vendor can submit a supplemental invoice or a letter that itemizes the off-setting charges. This will allow the original invoice to be considered a legitimate, uncontested invoice. If a vendor submits a supplement invoice or letter, these charges on the supplemental invoice or letter must be reflected on the vendor's invoice within the next 2 billing cycles of the receipt date of the contested charges. This will ensure all balances reflected on an invoice are legitimate charges only.